Select Board Minutes 4-2-19

Select Board 4-2-19




APRIL 2nd, 2019

  • Board members present: Josh Terenzini, Mary Ashcroft, Joe Denardo, JP Faignant
  • Meeting opened at 6:00 P.M. with the Pledge of Allegiance

Approval of Orders

The Board approved the orders

Approval of Select Board Minutes for 3/19/19

  • Ashcroft moved to approve the minutes, Mr. Faignant seconded the motion. The motion passed 4-0.

New Business: Board to meet with local 4h Group to discuss a proposed coin drop

  • Marty Wasserman present speaking on behalf of the 4H groups.
  • Wasserman gave an overview of the reasons behind the coin drops, to raise funds for kids projects.
  • Liability insurance will be purchased naming the town as an additional insured.
  • They would like to hold a coin drop at the Green Mountain Plaza and at the Town Transfer Station on June 1st or June 8th as a rain date.
  • Suggested the property owners of the Green Mountain Plaza should be listed on the liability insurance as well.
  • Ashcroft moved to approve the request and grant permission for the coin drop at the transfer station. Mr. Denardo seconded the motion. The motion passed 4-0.

Questions from the floor / Public Comment:

  • Wasserman, the Town Emergency Management Director, informed the board the annual Emergency Management Plan due to the state has been changed significantly and will require input from various town departments to complete. He would like to be added to the agenda for the April 16th meeting to discuss further.
    • He provided the board with blank copies of the new plan form
  • Howard Burgess, Town Lister, presented the board with information on 911 addressing for The Meadows and The Gables.
    • The 911 system is not addressing the buildings correctly and emergency services are not going to the correct locations when called.
    • He provided the board with a map of the complex showing the roads and addresses.
    • The Meadows is currently addressed as 157 Heritage Hill Place and The Gables is addressed as 1 Gables Place.
    • Burgess reviewed the addressing with the Post Master.
    • Faignant moved to adopt the preferred method to correct the addressing issue. Mr. Denardo seconded the motion.
      • The whole road with the loop would be Gables Place.
      • The new numbers will be 200 and 220 Gables Place.
      • The motion passed 4-0.
    • New street signs will be installed to show the new numbers
  • Val Badger of Post Road commented on the street lights at the intersection of Post Road and Route 7 do not work consistently.
    • Hathaway has reported this to VTrans and will follow up.

New Business: Board to recognize Town Forest Fire Warden, Joe Denardo

  • Terenzini gave a summary of a recent dinner for all the state forest fire wardens which he attended along with Mr. Denardo.
  • Denardo was recognized there, and was presented with a plaque recognizing his 40 years of service as the Rutland Town Forest Fire Warden.
  • Terenzini read and presented to Mr. Denardo with a letter from the board to him recognizing him for his service to the town.

Old Business: Board to discuss solar proposals received;

  • Ralph Meima from Green Lantern Solar was present and reviewed his recently submitted proposal.
    • Meima made a site visit to Northwood Park today and took notice of several key factors including 3 phase power lines run into Northwood Park and the proposed site was approximately 4 acres and could support a larger array which could not only benefit the town but other users as well.
    • The option for the town to own the array from the beginning does not appear to be the best option since voter approval would be required and unattainable before specific deadlines pass.
    • Denardo had another proposal which could be located on the Northeast side of the entrance coming into the park.
    • The initial proposal listed rental income for a 150KW array, if a larger 500KW array was installed there would be additional income for rental.
    • Meima reviewed the process for building on a landfill including receiving a post closure amendment. This process is not something they do. It is contracted out and costs approximately $10,000.
    • An energy committee meeting will be scheduled next week prior to the 11th.
    • If the 3 phase power on site isn’t sufficient for the array the project would have to pay the costs of the upgrade.

Bill Sweet Administrative Assistant to the Select Board:

  • Reviewed items from the packet
    • Provided information received from Same Sun Solar
      • This will be referred to the energy committee
    • Reviewed a letter regarding the City of Rutland Better Connections grant
      • They did not get the grant and are pursuing a different grant.
    • Information received from Dan Mackey at Green Mountain Power
      • Information will be forwarded to the building committee
    • Provided the Town of Rutland Storm Water Ordinance provided by Andres Torizzo of Watershed Consulting Associates
      • Faignant moved to approve. Ms. Ashcroft seconded the motion.
        • Discussion on what warnings are needed to make it effective
        • The motion passed 4-0.
      • Provided the 2018 MS4 annual report to be signed and submitted to the state.
        • Faignant moved to approve and authorize the chair to sign on behalf of the board. Ms. Ashcroft seconded the motion. The motion passed 4-0.
      • Provided correspondence requesting the use of town owned land in West Rutland for recreation.
        • Faignant moved to place the letter on file. Mr. Denardo seconded the motion.
        • After discussion, the motion passed 4-0.
      • Provided a revised copy of the joint paving bid between the Town of Rutland and the Town of Mendon. Mendon added some small project to their list.
        • Bids will be received by Friday the 12th and included in the packets for the meeting on the 16th.
      • Ashcroft reviewed items in the packet which were discussed at a recent building committee meeting.
        • A quote from Vermont Shade and Blind for $3100 to furnish and install honeycomb blinds on all the windows on the main floor of Town Hall.
          • Faignant moved to approve the purchase. Mr. Denardo seconded the motion. The motion passed 4-0.
        • A price for 20 chairs for the Select Board room for a cost of approximately $1100. Mr. Faignant moved to approve. Ms. Ashcroft seconded the motion. The motion passed 4-0.
        • Reviewed a quote from Needham Electric Supple for new LED panel lights to replace the lighting in the hallway for a cost of approximately $240 not including installation. Mr. Faignant moved to approve. Mr. Denardo seconded the motion. The motion passed 4-0.
        • Reviewed replacing the lights for the back parking lot. The lights would cost $100 each, with the cost being refunded by a rebate from Efficiency Vermont. The cost to install would be approximately $475. Ms. Ashcroft moved to approve the purchase and installation. Mr. Faignant seconded the motion. The motion passed 4-0.
      • Reviewed the update to the committee assignments.
        • Discussed the need for a Town Report Committee. It was decided the committee was not needed and will be eliminated.
        • Ashcroft will be added to the Energy Committee.
          • Since all committee meetings are warned the issue of a quorum of board members present is already addressed.
        • Provided a notice from GMP regarding work they will be doing on power lines running across our property.
        • Provided a resolution to be signed as part of our application to the state for a grant to be used for an Electric Vehicle Charging Station at Town Hall.
          • We have a preliminary cost for installation for approximately $4600, not including equipment. The cost for the equipment will be available by the next meeting.
          • This will be added to the agenda for the next meeting.
        • Provided a quote from Valente & Sons for adding an extension to the transfer station roof.
          • Discussed where the money would come from, the capital improvement fund.
          • Discussed the outstanding building repair needing to be done by Hubbards.
          • Faignant moved to approve the project for a cost of $18,300. Mr. Denardo seconded the motion. The motion passed 4-0.
        • Provided an update from Jim Hall from his more recent TAC meeting
        • Reviewed the current list of committee agenda items.
          • There is a need for a personnel committee meeting soon to address a number of items.
        • Provided the board with the summary page of the VLCT Safety Grant application. All but 1 item from 1 department is included. Once that is in we can submit it.
          • Faignant moved to approve the application and authorize the chair to sign the application and letter. Mr. Denardo seconded the motion. The motion passed 4-0.
        • Discussed a boiler maintenance program from Johnson Energy
          • Faignant moved to approve Johnson Energy performing boiler maintenance on the 2 boilers at Town Hall and the 2 at the McKinley Avenue Fire Station. Ms. Ashcroft seconded the motion. The motion passed 4-0.

New Business: Board to discuss what to do with the trees in front of Town Hall:

  • Ashcroft brought up a suggestion to make an offer to Rutland City to see if they would like them 1 in 2019 and 1 in 2020 to use for the Christmas tree at the Depot Park.
    • Terenzini and Ms. Ashcroft will discuss it with Mayor Allaire when they see him in Montpelier.

Old Business: Board to complete the salvage yard application for Hubbard’s

  • At the last meeting the approval was given but a time frame (1 to 5 years) was not specified.
    • No information was available on the state guidelines.
    • A 1 year license will be approved and research will be done for when it comes time to renew next year.
    • Faignant moved to approve the 1 year renewal. Ms. Ashcroft seconded the motion. The motion passed 4-0.

Public Hearing on the reclassification of Dyer Road and a small section of Sugarwood Hill Road – 7PM

  • Gave a review of why the reclassification of Dyer Road would be appropriate.
    • No structures on the road
    • Access is to only open land
    • Reduces maintenance requirement to the Highway Department
    • No longer needs to be maintained for a normal automobile
    • A letter was received in opposition of the change.
  • Gave a review of how this section of road was taken over by the town from the state when the new route 7 road was constructed.
    • It is more a driveway than a road.
    • Would relieve the highway crew of having to maintain the road surface in winter and summer
    • Hathaway looked into the possibility of transferring the deed but there is not a clear and concise solution.
    • McLaughlin addressed the board about his concerns with the proposal. Mr. McLaughlin asked if the town could turn the road over to him. Mr. Hathaway stated there is no clear way to do a deed transfer.
    • McLaughlin addressed his concerns with snow being piled up and blocking his access.
  • A site visit will be scheduled for 4/16/19, 4 PM at Dyer Road and 5PM at Sugarwood Hill
  • The hearing closed at 7:13PM.

Byron Hathaway Rutland Town Road Commissioner:

  • All the signs for the new roads with the reduced to 25 MPH speed limits will be changed after July 1st when more signs can be ordered.

Barbara Noyes-Pulling Rutland Town Planning Commission Chair:

  • The new draft of the town plan has had its public hearing at the last Planning Commission meeting.
    • A few minor changes had been made, in regards to the view shed analysis.
    • The originally were 20 view sheds, there are now 16.
    • The Select Board now needs to have 2 public hearings.
    • Barbara will coordinate with Bill on setting up warning for the hearings.

Kirsten Hathaway Rutland Town Clerk/Treasurer:

  • Dog licenses are now overdue. $11 for fixed dogs and $17 for dogs that are not. It is a $25 fine for not having it done.
  • Requested from the board what the specific amount for the Mead Fund to be set aside for the Rec Department.
    • The town retained 48% of the original proceeds from the timber sale, less the equipment used to outfit the 2nd constable’s truck.
  • The 2nd constable rate had been increased but not recorded. This has been updated.

Mike Rowe Rutland Town Recreation Director:

  • Reviewed with Mr. Rowe the plans for the upcoming Town Wide Celebration
    • Discussed thoughts around an event to do between 3PM and the movie at dusk
  • Spring cleanup will begin soon

Ed Dumas Rutland Town Police Chief:

  • Recent calls for service were provided.
  • Reviewed the recent active shooter training he, as well as Mr. Faignant and Ms. Hathaway attended.
  • Faignant reviewed the steps to be taken in conjunction with the Town PD and other departments to develop a plan for what to do in the case of an active shooter.

John Paul Faignant Town Health Officer:

  • There are some additional properties to be brought before the board. The current level of funds for this fiscal year requires the process to be a bit slower.
  • The 3 properties from earlier this year had been granted an extension which will expire soon.

Board Project Updates:

  • Ashcroft gave a review of a meeting she recently attended with Green Mountain Power in relation to the relicensing of the dam at Mead Falls. They are happy the town is involved in terms of wanting to develop recreation in the area.

Mr. Terenzini proposed awarding all of the members of the Town Fire Department with a family pass to Northwood Pool. He stated it would be a really nice way to show the appreciation from the town. There was a discussion about expanding it to all town employees. Mr. Faignant moved to award all town employees families a pass to the pool. Mr. Denardo seconded the motion. The motion passed 4-0. Discussion with Rec Director Mike Rowe about what would be included. All passes will have all of the benefits associated with the pass. Mr. Rowe requested a list of all current Town Employees for verification.  A list will be provided.

Mr. Faignant moved to enter executive session for a personnel matter with Bill Sweet, Kirsten Hathaway and Jim Scholtz attending. Mr. Denardo made a second to the motion. The motion passed unanimously. The board entered executive session at 7:52 PM.

Upon leaving executive session, with no action being taken, Mr. Faignant made a motion to adjourn. Mr. Denardo made a second to the motion. The motion passed unanimously. The meeting was adjourned at 8:35PM.

Respectfully submitted, Mr. Bill Sweet

Joshua C. Terenzini, Chairman
Mary Ashcroft, Clerk
John Paul Faignant
Joseph Denardo
Sharon Russell

Center Rutland, VT.